Terms of Service

These terms govern your use of ProCafe and form the agreement between you and us.

ProCafe is referred to in these terms as “ProCafe”, “we” and “us”.

The service

ProCafe helps you run a cafe — rotas, daily tasks, records and team routines, including food-safety records. ProCafe is a record-keeping and operations tool. It supports your own food-safety and record-keeping, but it does not certify your business, guarantee compliance, or replace your own responsibilities and judgement.

Free trial

• New organisations start on a 14-day free trial with full access. No card is required to start.
• When the trial ends without a subscription, your account becomes read-only: you can view and export your records, but not add new ones, until you subscribe. Your data is kept per the Retention Schedule.

Your data

• Your records belong to you. Rotas, readings, checks, documents and other content you or your team enter remain yours.
• You grant us the limited licence needed to host, process, back up and display that content in order to run the service — nothing more.
• You can export your records at any time in the formats provided in the product.

Your account

• Keep your sign-in details secure and don’t share a single login where avoidable.
• You are responsible for the staff data you enter and for having a basis to process it.
• Use the service lawfully — no misuse, interference, or attempts to break security.

Pricing & payment

• Payments are processed by our payment provider, Stripe. Card details are entered directly with Stripe; ProCafe does not store your card details.
• Current launch pricing is shown on the site. VAT is not currently charged while ProCafe is not VAT registered, so prices are shown without VAT.
• We reserve the right to add VAT from a future billing period if VAT becomes applicable. If we do, we will give you advance notice and apply it from a future renewal or billing date — not retroactively.
• Subscriptions can be cancelled; access continues to the end of the paid period.
• Billing is monthly in advance. We don't refund part-used months, except where the law requires or something on our side went materially wrong — in which case talk to us.
• If we change prices, we will give existing subscribers reasonable advance notice and apply the change from a future billing period — never retroactively.

Availability

We work to keep ProCafe available and reliable, but we do not promise a specific uptime in this version. ProCafe is offline-first on mobile, so day-to-day capture keeps working without a connection and syncs later.

Data protection

How we handle personal data is in the Privacy Policy; where we act as your processor, the Data Processing Agreement applies.

Liability

Nothing here limits liability that cannot be limited by law (for example, for death or personal injury caused by negligence, or for fraud). Otherwise, to the extent the law allows: ProCafe is provided “as is”; we are not liable for indirect or consequential loss; and our total aggregate liability arising out of or in connection with the service is limited to the fees you paid us in the 12 months before the event giving rise to the claim.

You remain responsible for your own food-safety, employment and regulatory obligations — ProCafe records and organises; it does not discharge those duties for you.

Termination

You can stop using ProCafe at any time. We may suspend or end access for serious or repeated breach of these terms. On closure you can export your records; data is then handled per the Retention Schedule.

Governing law

These terms are governed by the laws of England and Wales.

Contact

Questions: contact ProCafe.